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PMP Exam Preparation Notes

PMP exam has vast syllabus, and it can be overwhelming to go through everything. Here are note collected during PMP exam preparation.

Procurement audit

A Technique used during procurement closure to find successes and failures that might be useful for other contracts and projects in organization.

Monte Carlo Simulation

is a process used to predict the probability of outcome based on input. Multiple iterations are done with the input value randomly from probability distribution (of input variable) to create probability distribution of the output. Output is generally Total cost or Completion dates. e.g. It can be determined what is the probability of achieving specific total cost or completing project on certain date.

Process Analysis

Quality Assurance tool for process improvement. Recurring Process is checked after certain time for improvements.

Std deviation

+/-1σ – 68.2%

+/-2σ – 95.46%

+/-3σ – 99.73%

+/-6σ – 99.99%

Kaizen - Continuous improvement

OPM3

PMI's project management maturity model to help organization identify their level of maturity in project management

Lessons Learnt are created through out the project and shared. Lessons learnt are finalized in Closing process.

RFI – Request for Information is done before RFP, RFQ or IFB is sent to collect information for sellers. The information can be used to select sellers or to create procurement documents.

Source Selection Criteria

Used as guide to select sellers. Sellers can use the criteria to determine the buyer's need and whether to bid or not.

Standard Contract and Special Provisions/Conditions

Standard Contract are created to be used with standard recurring type of procurement by organization. These can be used without separate legal approval. Special Provisions can be added based on Project requirement and needs legal approval before use.

Privity – Contractual relationship

Fait Accompli – A negotiating tactic for a must situation such as including meeting government regulations.

Resource Histogram

When are resource needed showing spike in resources. This can help PM arrange resources during peaks.

Laissez Fair – A leadership style where people are left alone and manager work as consultant type as required.

Reason of conflicts in the order of frequency

Schedule

Project Priorities

Resources

Technical Opinion

Admin procedures

Cost

Personality

Expectation Theory

Employees who believe their efforts will lead to effective performance and will be rewarded works productively

Arbitration – a neutral party resolve dispute

Perquisites or Perks – special benefit

Fringe Benefit – Standard benefit everybody gets

McGregor's theory of X and Y

X = People need to be watched, Y = Opposite

Maslow's Hierarchy of Needs - Lowest to highest

Physiology

Safety

Social

Esteem

Self-fulfillment

David McClelland's Theory of Need or Acquired Need theory

People are motivated by need for any one of achievement, affiliation, power

Herzberg's Theory

Poor Hygiene factors may destroy motivation, but improving them will not improve motivation. Motivational factors are work related e.g. Responsibility, Self-actualization, professional growth, work recognition.

Phase exists are also known as phase gates, decision gates,stage gates, kill points or milestones.

Quality Function deployment

A type of facilitated workshop technique used in requirement gathering to determine critical characteristics of new product. It starts by Voice of customer (collecting customer needs).

Tornado diagram

A type of Sensitivity analysis (Modelling) technique used in Quantitative risk analysis comparing relative importance and impact of variables.

Force majeure - a powerful and unexpected event, such as a hurricane or other disaster

Unique organization culture (part of environmental factors) include

Shared vision, values, norms, beliefs, expectations

Policies, methods, procedures

View of authority relationships

Work ethics and work hours

Cultural differences should be considered when deciding recognition and rewards during develop team process.

Accuracy of estimate

Rough of order of magnitude - -50% to +50%, generally used in initiating phase

Five Phases of team building

Forming – Initial stage when team is formed and members learn about their roles and responsibilities.

Storming – The team starts to work on individual tasks. The team is not collaborative yet.

Norming – The team begins to work together and trust each other.

Performing – The team functions as a unit and performs as team.

Adjourning – The team completes the work.

Performing Quality Control

Cause and Effect diagrams or Ishikawa diagram or Fishbone diagram – shows how factors can be related to effects.

Control Charts

Flowcharting

Histogram – A bar chart showing how often a variable occurs.

Pareto Chart – A type of histogram showing frequency of occurrence.

Run Chart – Similar to Control Chart without showing limits

Scatter diagram – shows relationship between two variables and whether these are related or not.

Statistical Sampling

Inspection

Approved Change Request Review

Precision Vs Accuracy

Precision is the degree of scatter for repeated measurement. Accuracy is how close the measure value is to expected value.

Quality Vs Grade

Quality and Grade are different though can be confused. Quality is the degree to which outcome meets the specified requirements and measurements. Grade is the category of the product. For example, Software can have two grades, one with limited features other with all the features.

Critical Path Method

Critical Path - Critical path is the longest duration path in the network diagram and provides shortest time to complete the project.

Near Critical Path – The path closest to the critical path. The closer near critical path is to critical path, the more risk to the project. Why? Because if thereis need to shorten critical path or lengthen the near critical path, the near critical path will become new critical path.

Project Documents

Project Management Information System - Any software tools used in project management process.

Change Control System

An organizational process asset that includes forms, templates, procedures, software to control, track and monitor changes. This is generally a subset of Configuration management system.

Any action that would require change to the project management plan would require a change request. The change can also be requested by stakeholders. Change request would than need to go thru Integrated Change Control Process.

Evaluate the impact

Create options – including Crashing, Fast tracking etc.

Internally approve the Change request

Review with management and sponsor

Review with Customer if required

Update the status of the in change control system

Work Authorization System

Work Authorization System is the tool to authorize work performed during Project. It is collection of formally documented procedures to define to ensure work is performed by right resource or team, at appropriate time and proper sequence. The procedures also include required forms, templates, steps and approvals required to perform work,

At the beginning of the project there is less cost and less demand for resources. Also there is a higher risk of failure at the beginning of the project. The risk reduces over the life of the project. The stakeholder influence is maximum at the beginning of the project and reduces over the life of the project.

Progressive Elaboration means adding more details in an iterative fashion. Project Management Plan is developed using progressive elaboration.

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